Admins can easily adjust, void, or delete unposted invoices or charges in brightwheel in the case of a billing mistake or change in prices.
ℹ️ Certain available actions will depend on whether or not the invoice is posted to a student's account.
Adjust Unposted Invoices
If an invoice has not yet been posted to a student’s account, meaning the payer has not yet received it, the charges can still be modified:
Navigate to the student’s billing profile on the web
💡Go to Billing > Students > Click the student’s name
Open the Upcoming invoices tab
Click Actions next to the invoice
Select Edit invoice
To edit or a charge, select Actions > Edit Charge
To add a charge, click + Add Charge
To remove a charge, select Actions > Remove Charge
💡Removing all charges from an invoice creates a $0.00 invoice that will post on the date unless the entire invoice is deleted.
Adjust Posted Invoices
If an invoice has already been posted to a student’s billing account (it has been sent to payers), Admins can take the following actions on the posted invoice:
Reduce or void
Edit the invoice notes
Void a charge or the entire invoice
Log an offline payment against the invoice
Unapply a payment previously applied to the invoice
Providers who wish to add increase the invoice amount after it's been posted will need to create a entirely new invoice and void the old invoice.
Reduce charges in a posted invoice
Navigate to the student’s billing profile on the web
💡Go to Billing > Students > Click the student’s name
Click the All Transactions tab
Select Actions next to the invoice, then choose View/Edit
Click Actions on a individual charge, then select Reduce / Void charge
Enter the new amount and optional notes
Select the reason or add a custom reason by typing the reason and hitting Enter
Choose Adjust Charge when ready
💡Adjustments made to already paid invoices will be reflected as an account credit, which will be applied to the next invoice or it can be refunded back to the payer.
Void Posted Charges or Invoices
In the instance where a charge was made in error, the charge within the invoice can be voided to reduce that line item to $0. Alternatively, admins can void the invoice altogether.
ℹ️ Invoices and charges cannot be voided in bulk. Instead, you can void an invoice or a charge from the individual student's billing profile.
Void charges in a posted invoice
Navigate to the student’s billing profile on the web
💡Go to Billing > Students > Click the student’s name
Choose the All Transactions tab, then click Actions next to the invoice
Select View/Edit
Click Actions next to the charge, then select Reduce / Void charge
Enter $0 as the amount in the New Amount field
Select the reason or add a custom reason by typing the reason and hitting Enter
Add any optional Notes
Click Adjust Charge when ready
Void entire invoices
🚩 Voiding an invoice is permanent and cannot be reversed. If you accidentally void an invoice or charge, you can recreate the invoice by using the One-time charge tool.
Navigate to the student’s billing profile on the web
💡Go to Billing > Students > Click the student’s name
Select the All Transactions tab, then click Actions next to the invoice
Select Void invoice
Choose the reason or add a custom reason by typing the reason and hitting Enter
Add any optional Notes
Check/uncheck the 'Notify parents about this change' box as desired
Click Void when ready
Void Offline Payments
Brightwheel also allows admins the option to void offline payments. This can be particularly useful in situations where a check fails to clear or an offline payment was logged incorrectly.
Navigate to the student’s billing profile on the web
💡Go to Billing > Students > Click the student’s name
Locate the offline payment
If unapplied to an invoice, it’ll be visible under Current activity > Available Credits & Payments
If applied to an invoice, it'll be visible under All transactions > Credits & payments
Click Actions next to the offline payment
Select Void
Fill out the remaining fields with notes and a reason
Check the box to notify parents of the voided charge (optional)
Click Void
ℹ️ Once an offline payment is voided, it will display a 'Payment Status' of Voided in the All transactions tab or within a specific invoice view.
Delete Unposted Invoices
If an invoice has not yet been posted to a student's account, providers have the option to permanently delete it so it won't post. Once an invoice is posted, it can only be voided and it cannot be deleted.
🚩 Deleting a unposted invoice is permanent and cannot be reversed.
Go to the Billing page on the web
From the At a Glance page, click the Upcoming Invoices tab
Click Actions next to the invoice
Select Delete in the drop-down menu
View Historical Changes to Invoices
Navigate to the student’s billing profile on the web
💡Go to Billing > Students > Click the student’s name
Select the All Transactions tab, then click Actions next to the invoice
Choose View/Edit
Click the ⓘ information icon next to the charge amount
Adjustments to a posted invoice will be delineated by an ⓘ icon that will appear for payers and admins when hovered on the charge item. This icon will show details of any adjustments including reduction adjustments and discounts.
Adjustments to a unposted invoices will not show a change history.